Governance Committee Regular Meeting Minutes - DRAFT

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--- OCR PAGE 1: https://islandstrust.bc.ca/document/governance-committee-regular-meeting-minutes-18/ ---
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Islands Trust  
Governance Committee  
Minutes of a Regular Meeting  

Date: July 15, 2026  
Location: Electronic Meeting  

Members Present:  
Judith Gedye, Bowen Island Municipality (Chair)  
Sam Borthwick, Denman Island Local Trust Area  
Timothy Peterson, Lasqueti Island Local Trust Area  
Kate-Louise Stamford, Gambier Island Local Trust Area  
Laura Patrick, Salt Spring Island Local Trust Area, and  
Islands Trust Council Chair, (ex-officio)  

Member Regrets:  
Joe Bernardo, Gambier Island Local Trust Area  
Lisa Gauvreau, Galiano Island Local Trust Area, and  
Islands Trust Conservancy Board Chair  

Member Absent:  
Jamie Harris, Salt Spring Island Local Trust Area (Vice-Chair)  

Others Present:  
Mairead Boland, Saturna Island Local Trust Area  
Kristina Evans, South Pender Island Local Trust Area  

Staff Present:  
Reuben Bronee, Chief Administrative Officer  
David Marlor, Director, Legislative and Information Services  
Derek Cockburn, Director, Financial and Employee Services  
Stefan Cermak, Director, Planning Services  
Robert Barlow, Legislative Services Clerk/Recorder  

As quorum was not achieved at the scheduled time start time of 10:00 a.m., an informal gathering occurred with Trustees Gedye, Peterson, Stamford and Patrick.

As there was present one member of the public who wished to address the trustees, that being Susie Miller, the trustees allowed her to address them regarding Mistaken Island, in the Ballenas-Winchelsea Local Trust Area, not having a vote for a local trustee and therefore do not have direct representation of a local trustee.  

Quorum was then achieved at 10:38 am by the arrival of Trustee Borthwick.  

1.  CALL TO ORDER  
Chair Gedye called the meeting to order at 10:38 a.m.  

2.  AGENDA  
2.1  New Items and Re-Ordering of the Agenda  
None.  

Governance Committee  
Minutes of a Regular Meeting  
July 15, 2026  
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2.2      Approval of Agenda

               By general consent the agenda was approved as presented.

3.        PUBLIC COMMENT PERIOD

               None.

4.        DELEGATIONS

               None.

5.        CORRESPONDENCE

               None.

By general consent the committee deferred discussion of agenda item #6 Administrative Coordination to later in the meeting.

7.        BUSINESS – WORK PROGRAM ITEMS

7.1      New Corporate Planning Process – Request For Decision

Trustees Boland and Evans were welcomed to the meeting to participate in the discussion that included:
•    the possibility of changing the purpose of the Futures Project list used by local trust committees to include all identified planning issues, including an annual review to clarify feasibility and priorities
•    the background of the request for the corporate plan, including the current issues and gaps and the intent of the plan
•    Strengths Weaknesses Opportunities and Threats (SWOT) analysis might need to be managed by a third party
•    LTC projects could be included in the plan
•    a strategic plan developed by trustees could be included in the plan
•    project charters could be improved
•    the possibility of the trustee working group to continue their discussions
•    the importance of local trust committee input to a corporate plan
•    the value of concrete examples to show how the corporate plan would look
•    the value of incorporating expected staff and trustee time required to achieve individual projects into the plan
•    the value of keeping a corporate plan simple rather than complicated with a lot of details
•    the value of each priority having a defined, measurable outcome
•    whether public consultation in regards to the annual budget is able to obtain genuinely representative views of the public that could be acted on
•    the meaning of “strategic priorities” in the document

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Minutes of a Regular Meeting
July 15, 2026     DRAFT                                             Page 2 of 6

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• feasibility assessments can help to identify which actions are deliverable and therefore can support setting priorities
• CAO Bronee expected to incorporate minor amendments based on the discussion at the meeting and suggested that any major amendment would require a separate document to be provided to Trust Council

GC-2026-13
It was MOVED and SECONDED,
that Governance Committee request staff to advance the draft Islands Trust Corporate Planning Process to Trust Council for consideration at its September 2026 meeting subject to amendments with clarifications from the CAO of any amendments to this document.
CARRIED

Committee recessed at 11:38 a.m. and resumed at 11:47 a.m.

8.       CLOSED MEETING

GC-2026-14
It was MOVED and SECONDED,
that the meeting be closed to the public in accordance with the Community Charter, Part 4, Division 3, s.90,(i)the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and that the recorder and staff attend the meeting.
CARRIED

The Committee closed the meeting at 11:49 a.m. and reconvened in open meeting at 12:12 p.m.

9.       RISE AND REPORT

Chair Gedye reported on the following:
• the April 29, 2026 Governance Committee in-camera meeting minutes were adopted as presented;
• Governance Committee received legal advice.

10.      BUSINESS - WORK PROGRAM ITEMS (continued)

10.1     Options for Consideration by the Incoming Trust Council to Improve the Existing Trust Council Committee Structure - Briefing

CAO Bronee introduced the Briefing, indicating that Trust Council returned the issue to Governance Committee. Committee discussion included:
• how to encourage trustees to be involved with committee work
• potential impact to trustee remuneration
• corporate plan priorities will impact how to organize committees to undertake that work

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Minutes of a Regular Meeting
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Committee recessed at 12:28 p.m. and resumed at 1:04 p.m.

Committee discussion continued:
• the value to the new term Trust Council of the option considerations

GC-2026-15  
It was MOVED and SECONDED,  
that Governance Committee request staff to prepare a Request For Decision for the September, 2026, Trust Council meeting recommending the incoming Trust Council consider amending the existing committee structure to replace some standing committees with select committees to support Council’s strategic priorities.  

CARRIED

6. ADMINISTRATIVE COORDINATION

6.1 Draft Minutes of Previous Meeting

6.1.1 Governance Committee minutes of April 29, 2026

By general consent the Governance Committee minutes of April 29, 2026 were approved as presented.

6.2 Resolutions Without Meeting

None.

6.3 Follow up Action List

Received for information.

10. BUSINESS - WORK PROGRAM ITEMS (continued)

10.2 Harmonization of Resolutions Without Meeting Process – Request For Decision

Director Marlor introduced the Request For Decision. Committee discussion included that the RFD could explicitly identify what is being changed such as identifying “current” and “proposed” process.

GC-2026-16  
It was MOVED and SECONDED,  
that Governance Committee forward the attached Trust Council Request For Decision entitled “Harmonization of Resolution Without Meeting Process” to Trust Council for their September, 2026 meeting.

CARRIED

11. BUSINESS - OTHER

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Minutes of a Regular Meeting  
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11.1 Fiscal 2027/28 Budget Business Cases - Discussion

Director Marlor introduced the discussion topic, noting that the normal course of the annual budget process would require a business case be provided to support any committee’s funding request but that the Governance Committee membership in the new term of office may not be decided until near or after the annual budget is finalized in March, 2027. Committee discussion included that review of the corporate planning process and review of policies are likely tasks for the Governance Committee.

GC-2026-17  
It was MOVED and SECONDED,  
that Governance Committee request $6,000 in the 2027/28 budget for Governance Committee to continue to work on policy review.  
CARRIED

11.2 Draft Chair Letter to Next Term’s Governance Committee/Committee Chair - Discussion

Director Marlor introduced the discussion topic. Committee discussion included whether membership on the Governance Committee should be by election or by appointment by Islands Trust Council Chair and ratification by Trust Council.

GC-2026-18  
It was MOVED and SECONDED,  
that Governance Committee recommend that Trust Council amend policy to align Governance Committee membership with other standing committees.  
CARRIED

12. BUSINESS - NEW

None.

13. WORK PROGRAM

Director Marlor introduced the current work program.

GC-2026-19  
It was MOVED and SECONDED,  
that Governance Committee amend the current work program to change the target date of item #2 Meeting Process to June, 2027.  
CARRIED

GC-2026-20  
It was MOVED and SECONDED,  
that Governance Committee forward the Work Program, as amended, to Trust Council for approval.

Governance Committee  
Minutes of a Regular Meeting  
July 15, 2026

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CARRIED

14. NEXT MEETING

Thursday, October 8, 2026, 10:00 a.m. to 3:00 p.m. to be held electronically.

15. ADJOURNMENT

By general consent the meeting was adjourned at 1:56 p.m.

___________________________  
Judith Gedye, Chair

Certified Correct:

___________________________  
Robert Barlow, Legislative Services Clerk/Recorder

Minutes are not official until adopted at a subsequent meeting.

Governance Committee  
Minutes of a Regular Meeting  
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